Step-by-Step Instructions with Screen Shots · 2018. 9. 10. · The maximum abstract length...

Abstract Submission Tutorial

Step-by-Step Instructions with Screen Shots

www.arvo.org | www.iovs.org | journalofvision.org | tvstjournal.org

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http://www.arvo.org/

http://www.iovs.org/

Deadlines


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Friday,November 30, 11:59pm,U.S.ET, 2018.After the November 30 deadline, the start of any new abstracts will not be allowed; no exceptions.

Sunday,December 2, 11:59pm,U.S.ET,2018.Abstracts may not be modified, submitted or resubmitted after the December 2 deadline; no exceptions.

DO NOT WAIT UNTIL THE DEADLINES TO BEGIN A DRAFT ABSTRACT, TO MAKE DRAFTREVISIONS OR TO SUBMIT AN ABSTRACT FOR REVIEW. YOU MAY NOT BE ABLE TORECEIVE ASSISTANCE WITH YOUR SUBMISSION, IF NEEDED, PRIOR TO THE DEADLINE(S).



Browser requirements:

Chrome is the preferred browser.

If you are using Internet Explorer to log in to the abstract submission site, it MUST be IE Version 10.0 or greater.

Set your browser to Always Allow Pop-ups for the abstract submission site.

If you are unable to login using your current browser, use a different browserand/or clear the browser’s cache.

The online abstract submission site is supported by the following operatingsystems and browsers:


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Abstracts are limited to 2500 characters and spaces for title, abstract body and image caption(s). Therefore, it is important to craft your abstract submission for clarity and concision. Review the Successful Abstract Submission Guidelines, with tips on

including complete data and samples of top-scoring abstracts.

Read the Abstract Policies and Procedures

Familiarize yourself with the Abstract Rejection Criteria.

A First Author must receive approval from the Principal Investigator for submission of the work in the abstract for presentation at the 2019ARVO Annual Meeting.

Submission of your abstract indicates your understanding of, and agreement to, all 2019 abstract policies, procedures and guidelines.


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Abstract Submission Policies & Procedures

https://www.arvo.org/globalassets/annual-meeting/abstracts/successful-abstract-submission-guidelines-2.pdf

https://www.arvo.org/globalassets/annual-meeting/abstracts/2019_abstract-submission-policies-and-procedures.pdf

https://www.arvo.org/annual-meeting/abstracts/abstract-rejection-criteria2/



www.arvo.org | www.iovs.org |

Member Login Steps1. You must be an ARVO Member with dues paid through 2019. Renew

your membership or join ARVO prior to abstract submission.

1. Select the link at the bottom of the Annual Meeting Abstracts web page to access the Abstract Submission Login page.

2. Log in using your ARVO Membership/Account Email Address and Password.WARNING: First (submitting) Authors who submit an abstract using anothermember's Login will be disqualified from submission.

3. If you use the Forgot password? feature, a new password that will be sent toyour email will be case sensitive; please be sure to enter each character exactly as it appears in your email. If you continue to have problems logging into thesystem please email [email protected].

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https://www.arvo.org/annual-meeting/abstracts/abstracts2/

mailto:[email protected]

www.arvo.org | www.iovs.org

Member Login Steps, cont.Select ‘Please continue’ from the next screen to enter the submission site.

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Confirm/update your submission account's General and ContactInformation.

- Select the red arrow by your name in the upper right page header.

If you update your name or email, you must also submit the same update(s)

to [email protected] to update your ARVO membership account record as well.

Submission Account Steps


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Submission Account Steps, cont.Select the Submission Tab to begin Abstract Submission.

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Select the Submission tab at the top of the page.

Select Create New Submission from the left sidebar to begin a new abstract.You will be taken to the Title/Body Step.

Select View Submissions from the left sidebar to access a previously started draft or abstract in submission status. Scroll to the bottom of the page and select the appropriate option for that abstract from its Action column.

DO NOT use Create New Submission to return to a previously started draft.

You may create multiple drafts during the submission process, but only one draft can be submitted for review.

Abstract Submission – Starting a Submission


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www.arvo.org | www.iovs.org | jo

- Full Instructions at the top of each Step page links to Abstract Policies and Procedures.

- The Information icon next to each topic header provides submission tips and reminders throughout the site.

Abstract Submission - Instructions



https://www.arvo.org/globalassets/annual-meeting/abstracts/2019_abstract-submission-policies-and-procedures.pdf

Abstract SubmissionSaving Data & Completing Steps

Select Save at the bottom of the page to save data entered and remainon the same Step.

Select Save & Continue to proceed to the next Step in the submission process.


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Abstract Submission – Saving Data & Completing Steps, cont.

- If the Step has not been completed, you will receive a Step Incomplete pop-up warninglisting data still needed to complete the Step.

Select Close to return and complete the Step. Select Save & Continue to proceed to the next Step. You can return at a later date to complete any Step by selecting that Step from the left

sidebar.

- When you successfully complete and save a Step, a checkmark will

appear in the left sidebar for that step.

Abstract Submission: Step 2: Title/Body


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The maximum abstract length (character count) is 2500 characters and spaces in the abstracttitle, abstract body and image captions.- Review the Successful Abstract Submission Guidelines, with tips on including complete data

and samples of top-scoring abstracts.

Type or copy-and-paste the title and body of your abstract into the text boxes provided: Title, Purpose, Methods, Results, Conclusions.

Enter the title in sentence case. Do not add a period at the end of your title. Do not put the title in all caps, quotation marks or all bold.

Enter your abstract body using the four distinct text boxes that have pre- populated headers:Purpose, Methods, Results, Conclusions.- Do not repeat these headers within the text boxes.- Be careful to ensure that your text is correctly entered to appropriately correspond

with each distinct text box.



https://www.arvo.org/globalassets/annual-meeting/abstracts/successful-abstract-submission-guidelines-2.pdf

Abstract Submission: Step 2: Title/Body, cont.


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- Special Characters: In most cases, Greek letters and other special characters willtransfer from your word processing software.

- A Special Characters tool is available if you need a special character thatyou are unable to find in your word processor.

- Italics, subscript, superscript will not copy from Word document text. Use thetool bar provided with each text box to apply these features to your text.

- Do not include diagrams, tables, boxes or borders. A diagram or

- table can be included with your submission as an image.



Layman Abstract - Optional

Provide an optional 50-200 word description of your work that non-scientists canunderstand. Describe the big picture and the implications of your findings, not thestudy itself and the associated details.

Submissions with a layman abstract may be promoted to the public and press byARVO Staff.



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Abstract Submission : Step 2: Title/Body, cont.Images

Abstract submission may include a maximum of two (2) images.

First - Browse to select your image. Second – Upload the chosen image. Your image will preview on the page.

Image Specs:

• JPEG or GIF format only

• 600 dpi minimum resolution

• 1MB max file size

• 3.25" max image width

• 6" max image height


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Images, cont.

You may add a caption (optional) to your image. Characters and spaces in an image’s caption are included in the abstract’s Total Characters count.

Total Characters count at the top of page will include image(s) caption(s) after you submit the caption.


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Total Characters There is a limit of 2500 characters and spaces for the title, abstract

body text and image captions of your submission. The current Total Characters displays at top of each page.

Total Characters will not update until you select Save or Save & Continueat the bottom of the page.


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Abstract Submission: Step 3: Details

Presentation Type

Select your Presentation Type preference from the drop downmenu.

Paper #1, Poster #2 – This abstract may be scheduled as aPaper (oral), but will likely be scheduled as a Poster.

Poster #1, Paper #2 – This abstract will likely be scheduled as aPoster, but may be scheduled as a Paper (oral).

Poster Only – This abstract will only be scheduled as aPoster. (Paper Only is not an available option.)


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Abstract Submission: Step 3: Details, cont.Reviewing Code

Select one Reviewing Code from the drop down menu that best represents the content of your abstract.

Select the corresponding Section or Cross-sectional Group for that Reviewing Code.

Note: See 2019 Reviewing Codes link on Annual Meeting / Abstracts web page toview the list prior to the start of your abstract submission.


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Abstract Submission: Step 3: Details, cont.Travel Grants & Awards (Optional)

ARVO and ARVO Foundation Travel Grants ARVO / Alcon Early Career Clinician-Scientist Research Award MIT Outstanding Poster Award

Select Details & Conditions to determine if you are eligible to apply for a travelgrant and/or an award.


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Abstract Submission: Step 3: Details, cont.Travel Grants & Awards (Optional), cont.

Select the Apply button for the Travel Grants or the Award(s) that you want to apply to.

Answer all questions on the application. All questions designated with a red * are required.

To complete your application(s), you must Agree to the affirmation statements at the end of each application.

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www.arvo.org | www.iovs.org | journalofvisi

Abstract Submission: Step 3: Details, cont.Travel Grants & Awards (Optional), cont.

Do not change the radio button from Apply back to Decline after completing an application, unless you are withdrawing your application.

If you are withdrawing your application, first remove all of your responsesfrom the application then change the radio button from Apply to Decline.

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Abstract Submission: Step 3: Details, cont.Describe the type of research in your abstract:


Abstract Submission: Step 3: Details, cont.Clinical Trial Registration

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To determine if the study results presented in your submission are from a clinical trial, consider the following three questions:

1. Is the study prospective? 2. Does the study involve 2 or more groups of human subjects? 3. Does the study involve a therapeutic intervention in human subjects? Any kind of intervention is included, for example, but not limited to: medical, surgical, psychological and sociological.

* If the answer is "No' to any of these questions, the study does not meet the current definition of a clinical trial and does not need to be registered. Select "No" below.* If the Answer is "Yes" to all three questions, the study meets the definition of a clinical trial and must be registered. Select "Yes" below and provide the study's registration information.



Abstract Submission: Step 3: Details, cont.Clinical Trial Registration, cont.

1. If your abstract reports on aclinical trial, select Yes foryour registry URL.

2. If Yes - Other is selected, you must enter your registry URL in the Other Registry Site text box.

3. If your clinical trial is registered with more than one site, you only need to provide registration details for one of the sites.

4. If your work does notreport on a clinical trial, you must select NO.

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Abstract Submission: Step 3: Details, cont.

Clinical Trial Registration, cont.

Enter the following registrationdata:

• Registration number

• Date the trial was registered

• Date the trial began


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Abstract Submission: Step 3: Details, cont.Support

If you have grant support, select YES. Identify the support in the Support Details text box. (Example: NIH Grant

EY01234)

If you do not have grant support, select NO. You must enter None in the Support Details text box.


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Abstract Submission: Step 3: Details, cont.Session Moderator

Abstract Submission: Step 4: Authors


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Abstract Submission: Step 4: Authors, cont.

Your name will pre-populate as the First Author on the abstract.

Click More Info to check your Author Information, scrolling down to confirmyour correct email for receiving abstract notifications.

Corrections to Name and Email must be made in your submission account record, accessed through your name at the top of each submission site page.


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Commercial Relationship Disclosures

All financial relationships with commercial interests relevant to the research reported in theabstract must be disclosed.

- As First Author, it is your responsibility to provide all commercial relationship disclosures for yourself and your spouse/partner and each of your co-authors during this step of the abstract submission process.

- All relevant disclosures regarding financial relationships with a commercial interest(s) must be reported (i.e. disclosures related to the research reported in the abstract), as well as non-remunerative positions that may create a conflict ofinterest.

- If you and your spouse/partner or a co-author do not have any commercial relationship disclosures related to the abstract, you must indicate: N (NoCommercial Relationship) for that author.


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Commercial Relationship Disclosures, cont.Glossary of Disclosure Terms

o Commercial Interest: Any entity producing, marketing, re-selling, or distributing health caregoods or services consumed by, or used on, patients. Providers of clinical service directly topatients are not considered commercial interests.

o Financial Relationships: Relationships in which the individual and/or the First Author’sspouse/partner benefits by receiving a salary, royalty, intellectual property rights, consulting fee,honoraria, ownership interest (e.g., stocks, stock options or other ownership interest, excluding diversified mutual funds), or other financial benefit. Financial benefits are usually associated withroles such as employment, management position, independent contractor (including contractedresearch), consulting, speaking and teaching, membership on advisory committees or reviewpanels, board membership, and other activities from which remuneration is received, or expected.ARVO considers relationships of the First Author to include financial relationships of a spouse orpartner.

o Relevant Financial Relationships: Financial relationships in any amount which occurred in the12-month period preceding the submission of an abstract, and those which relate to the content ofthe abstract.

o Conflict of Interest: ARVO considers financial relationships to create conflicts of interest whenindividuals have both a financial relationship with a commercial interest and the opportunity toaffect the content of the abstract.


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Commercial Relationship Disclosures, cont.

Refer to the ARVO Commercial Relationships Policy for disclosure codes

and definitions.

Select Click to review and acknowledge Disclosure



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https://www.arvo.org/About/policies/commercial-relationships-policy/



www.arvo.org | www.iovs.org

Commercial Relationship Disclosures, cont. Scroll

down to enter your disclosure information.


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To report disclosure(s) Select ‘I have one or more of the following Commercial Relationship(s) to disclose’. List each commercial relationship company and its corresponding Relationship Code on a

single line.

If you list a company name multiple times to identify multiple disclosure codes, copy and

paste the name from the first entry to ensure an identical company listing that will eliminate

duplicate company listings in publications.

If selecting “P” (inventor/developer) you mustadd patent/company name or patent ID number.

If you are employed by a company, you mustselect “E” and enter the name of the company.


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Adding Spouse/Partner Disclosures for First Authors

If a First Author’s spouse/partner has any relevant relationship(s) to disclose:

Provide all disclosures for the First Author first, followed by any spouse/partner disclosures, if applicable.

Type in ‘Spouse’ OR ‘Partner’, hyphen, and the name of the affiliation, company orinstitution for each disclosure.

Sample formats:Spouse – GenentechPartner – Genentech

Select the appropriate Disclosure Code from the dropdown.

Select Save & Continue at the bottom of the page.



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www.arvo.org | www.iovs.org | journalofvision


If you and your spouse/partner have no disclosures to report Select N (No Commercial Relationships)

Select Save & Continue at the bottom of the page.


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Affiliations for Publication

From the Affiliation drop-down for each author, select an existing institution or select Create New Institution.

Repeat for adding a maximum of two Affiliations for each author.

If there are 2 or more Departments at the same Institution represented, enter eachDepartment/Institution pair separately.

If 2 or more authors are affiliated with the same Institution / Department, enter that Institution / Department only once and select it for each author.



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Affiliations for Publication, cont.

If you select an existing institution: You must then select the "Edit" option to review the *institution, department,

*city, *state/province and *country that will be used for all meeting materials. *An error message will occur prior to submission if *required fields are not

completed. Note: Data fields for your institution from your account’s General and Contact

information may not have auto-updated here if you previously updated your account.



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Affiliations for Publication, cont.

If you do not want to use the institution from your account for any author listedin your submission:

Select it from the Affiliation drop-down and click ‘X Remove’ to delete it from yoursubmission.

This will not delete it from your account.



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Abstract Submission: Step 4: Authors, cont.First Author Membership Type

Membership Type must be selected for First Author. Select Member-in-Training or Regular.


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Abstract Submission: Step 4: Authors, cont.First Author Gender

Gender must be selected for First Author.


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Abstract Submission: Step 4: Authors, cont.Add an Author

Select Add Author to search the submission site accounts and add up to fifteen (15) co-authors to your abstract.

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Abstract Submission: Step 4: Authors, cont.Add an Author, cont.

First search by Last/Family Name.

If not found by Last/Family Name, search by Author’s E-mail.

Search by

Last Name

OR

Email


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Select Add to add an author from the Author Search Results.

Select ‘More Info’ next to their name to confirm/update contactinformation.

Scroll down from the right to provide all required information.

IMPORTANT: If you receive an error message that says "Institution: CityMissing", click the More Info link next to each author's name and scrolldown to make sure that all author details are included for submission.


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vo.org | www.iovs.org | journalofvision.org | tvstjournal.org


Select Create An Author if the author cannot be found by Last Name or by Email.

First name, last name, city, country, state/province for US, Canada, Australia, and email are required fields designated with a red *.

Select Submit Created Author

www.ar

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Abstract Submission: Step 4: Authors, cont.Add an Author, cont. For eachadded Co-author:

Provide Disclosures for commercialrelationships related to the abstract.

Add their affiliation(s)

Give your co-authors their correctorder number as they should be listed in the abstract.

Select Update Author Order.

Make sure that ALL AUTHORS areINCLUDED in your abstract and areIN THE PROPER ORDER.

You will not be able to add authors or make any changes after the modification deadline of Sunday, December 2, 2018, 11:59pm U.S. EST. No exceptions.


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Study Group

Provide a Study Group name, if applicable.

Additional authors may not be added to the Study Group text box – they

will be deleted.

When finished, select Save & Continue.


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Abstract Submission: Step 5: Affirmations


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You will be required to acknowledge these affirmations by selecting each box during abstract submission.

− First Author must receive approval from the Principal Investigator for submission of the work in the abstract for presentation at the 2019 ARVOAnnual Meeting.

− First Author is obligated to register and pay the fees to attend the 2019Annual Meeting if the abstract is accepted for presentation.

− First Author must be the presenting author at the Annual Meeting and presentthe same work submitted in the abstract.

− The abstract represents data and conclusions not previously published nor previouslypresented at ARVO by the same investigator, nor is it redundant with abstracts submittedto ARVO in the same year by the same group of investigators.

− First Author must reveal the essential structure (DNA sequence), the elements of a novelcompound, or sufficient identification of new gene compounds (drugs, genes, etc.) in thepresentation, if applicable.



Abstract Submission: Step 5: Affirmations, cont.


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− First Author acknowledges that the abstract will be made available on the ARVO website and then published in the ARVO open access journalInvestigative Ophthalmology & Visual Science under the Creative CommonsAttribution-NonCommercial-NoDerivatives License and that the authors retaincopyright, subject to the rights granted to ARVO described in paragraphs 6 and7 of the ARVO License to Publish

− OR

that the abstract is a work of authorship prepared as part of the author's official duties as an officer or employee of the U.S. Government, and is,therefore, in the public domain. Should the abstract be determined as copyrightable, the authors retain copyright, subject to the rights granted to ARVO described in paragraphs 6 and 7 of the ARVO License to Publish.

− If experimental animals were used in investigation, any research reported wasconducted in compliance with the ARVO Statement for the Use of Animals inOphthalmic and Visual Research.



https://creativecommons.org/licenses/by-nc-nd/4.0/legalcode

https://www.arvo.org/content-detail/policies-and-procedures/policies2/statement-for-the-use-of-animals-in-ophthalmic-and-visual-research/

Abstract Submission: Step 5: Affirmations, cont.


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− If human subjects were involved in the investigation, any researchreported was conducted in compliance with the "Declaration ofHelsinki".

− (1st) the research followed the tenets of the Declaration of Helsinki;− (2nd) informed consent was obtained from the subjects after

explanation of the nature and possible consequences of the study;and

− (3rd) where applicable, the research was approved by theinstitutional human experimentation committee or institutionalreview board (IRB).

− First Author understands ARVO’s requirement to register a clinical trialprior to reporting on the trial in compliance with ARVO’s Clinical TrialsPolicy



https://www.arvo.org/content-detail/policies-and-procedures/policies2/helsinki-declaration/

https://www.arvo.org/content-detail/policies-and-procedures/policies2/statement-on-registering-clinical-trials/

Abstract Submission: Step 5: Affirmations, cont.Continuing Medical Education (CME) Attestations


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To assist ARVO in determining which sessions may be eligible for CME credit, you are required to respond with Yes or No to the following statements.

Yes or No responses will not be a factor in the acceptance or rejection ofsubmissions.

Questions regarding these CME-related statements should be directedto [email protected].

− I agree to prepare and present content that promotes improvements or quality in research and/or healthcare andnot a specific proprietary business interest or commercialinterest.

− I agree to prepare and present content that is free from commercialinfluence, is based upon scientific methods generally accepted bythe scientific and/or medical community, and is only for educational/scientific purposes.




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Abstract Submission: Step 6: Review & Submit

Review all Submission Input

Carefully check each Step of your submission data listed on the page.

Make sure all special characters and formatting are displaying properly.

If you find errors, return to the appropriate Step by clicking the Edit optionnext to that Step’s heading on the page or in the left sidebar.

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Abstract Submission: Step 6: Review & Submit, cont.Incomplete Steps

Incomplete Steps, if any, will be listed under Review Submission Input andhyperlinked for you to return and provide the missing required information, save atthe bottom of that Step (you will now see a check mark beside the Step that youjust completed), and return to the Review & Submit Step.


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Abstract Submission: Step 6: Review & Submit, cont.View and Print Abstract Proof

You will also want to View the Proof of your abstract for a user-friendly view ofyour abstract submission and the option to print it as a PDF.

o Use the View Proof link at the bottom of the page.

o Again, if you identify errors, Close the Window to return to Review & Submit, and then select the appropriate Step to return and make any corrections.


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Abstract Submission: Step 6: Review & Submit, cont.Abstract Submission

When all Steps are complete, the Submit button will display at the bottom of theReview & Submit page to allow you to submit the abstract.

Abstracts must be submitted by the modification deadline of Sunday, December2, 11:59 pm U.S. ET.


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Abstract Submission: Step 6: Review & Submit, cont.

Abstract Submission, cont.

Upon successfully submitting your abstract, you will be returned to ViewSubmissions with a green Success! message displayed at the top of thepage.

A system-generated email will be sent to confirm that your abstract hasbeen submitted, using the email in your submission site account.


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Abstract Submission - View Drafts & Submission

Select View Submissions from the left sidebar to access your abstract Drafts and/or Submission.

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Abstract Submission – Revisions

To revise your submission or draft, use the same Abstract Submission Link at the bottom of the Abstracts web page to return to the Submission Site.

From the Submissions tab - select View Submissions; scroll to thebottom of the page; select Edit for that abstract.


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www.arvo.org | www.iov

Abstract Submission – Revisions, cont. If returning a Submission to Draft status for revisions, Select Yes to

proceed. You will receive a system-generated email to confirm that your abstract

has been returned to Draft status. Abstracts returned to Draft status must be re-submitted by the

modification deadline of Sunday, December 2, 11:59 pm, U.S. ET, to be considered for review.

No changes or submissions will be allowed after the modification deadline.

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Abstract Submission – Revisions, cont. Your abstract now appears in the Drafts section of the View

Submissions page.

To make revisions, select Edit Draft.

When your edits are completed, you must Resubmit the abstract again by the modification deadline of Sunday, December 2, 11:59 pm U.S. ET.

You will receive another system-generated email confirming the re-submission of your abstract.

Only abstracts with a Submission status at the modification deadlinewill be sent forward for review.


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Abstract Submission Confirmations & Email Updates


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Abstract submission confirmations will be emailed to First Authors on Tuesday,December 4, 2018.

This confirmation and all other abstract-related correspondence will be sent to the First Author’s email address provided in their submission site account.

To endure delivery of your abstract-related communications, add ts.acsupport@clarivateand [email protected] to your email address book or Safe Sender White List tofacilitate delivery and avoid firewalls and spam filters. If you’re unsure of how to add to yourSafe Sender White List, contact your email administrator.

If you updated your name or email in your Submission Site account, you must alsosubmit those updates to [email protected] to update your membership account record aswell.

If you return to the Submission Site at a later date, your name and email from yourmembership account will overwrite any name/email updates you made.






Step-by-Step Instructions with Screen Shots · 2018. 9. 10. · The maximum abstract length...

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